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Campaign Finance Reporting for City Clerks

Campaign Finance Reporting for City Clerks. 2013 Election Workshop. The Idaho Sunshine Law: Understanding the Basics. Idaho Code Title 67, Chapter 66. 1974: Law enacted by state initiative—requires campaign finance reporting by candidates for state elected office.

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Campaign Finance Reporting for City Clerks

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  1. Campaign Finance Reporting for City Clerks 2013 Election Workshop

  2. The Idaho Sunshine Law: Understanding the Basics Idaho Code Title 67, Chapter 66

  3. 1974: Law enacted by state initiative—requires campaign finance reporting by candidates for state elected office. 1982: Legislature extends the law to cover candidates for mayor and council in cities over 16,000 population. 1991: All county elected officials brought under Sunshine Law. 2004: Legislature drops city threshold for campaign finance reporting to 5,000 population and mandates reporting for city ballot measures.

  4. Campaign finance reporting is required for cities with 5,000 or more population, including: Boise, Nampa, Meridian, Pocatello, Idaho Falls, Coeur d’Alene, Twin Falls, Caldwell, Lewiston, Rexburg, Post Falls, Moscow, Eagle, Ammon, Kuna, Hayden, Mountain Home, Garden City, Chubbuck, Blackfoot, Burley, Jerome, Sandpoint, Hailey, Payette, Rathdrum, Emmett, Middleton, Weiser, and Rupert.

  5. Why Does Idaho Require Campaign Finance Reporting? Improves transparency and accountability by candidates, committees, and other persons and groups involved in financing campaigns. Enhances the ability of voters to make informed decisions. Assists the media in reporting on candidates and monitoring campaigns.

  6. Who is Required to File Campaign Disclosure Statements? • Candidates. • Political Committees. • Nonbusiness Entities. • Independent Expenditures. • Electioneering Communication.

  7. When Does Someone Become a Candidate? • A person becomes a candidate when he/she: • receives contributions or makes expenditures or reserves space or facilities with intent to promote his/her candidacy for office; or • announces publicly or files for city office (Idaho Code 67-6602(a)).

  8. What is a Political Committee? • Any organization or group that: • is specifically designated to support or oppose any candidate or measure; or • receives contributions and makes expen-ditures exceeding $500 in any calendar year for the purpose of supporting or opposing one or more candidates or measures (Idaho Code 67-6602(p)).

  9. What is a Nonbusiness Entity? • Any organization or group that: • does not have as its principal purpose the conduct of business activities for profit; and • received during the preceding calendar year contributions, gifts or membership fees, which in the aggregate exceeded 10 percent of its total receipts for the year (Idaho Code 67-6602(n)).

  10. Defining Independent Expenditures • Any expenditure by an individual/entity: • for a communication expressly advocating the election, passage or defeat of a clearly identified candidate or measure, and • that is not made in cooperation or consultation with a candidate or political committee (Idaho Code 67-6602(i)).

  11. What is Electioneering Communication? • Any communication by television, radio, newspaper, billboard, mailing, direct delivery, telephone, or otherwise distributed that: • Unambiguously refers to any candidate; and • Is made within 60 days before a general city election; and • Is made available to an audience including voters for public office. • Does not include: media articles, editorials, letters to the editor, editorial endorsements, or any communication which constitutes an expenditure by a candidate/committee or independent expenditure (Idaho Code 67-6602(f)).

  12. Certifying the Treasurer • All candidates for mayor or council and all political committees must certify a treasurer before they start to campaign. • The candidate/committee cannot raise or spend money until a treasurer is certified(Idaho Code 67-6603(c)).

  13. Who can serve as treasurer for a candidate/ committee? • Any individual registered to vote in Idaho. • A candidate may serve as his/her own treasurer. • A person may serve as treasurer for more than one candidate/committee.

  14. The treasurer is certified by the candidate or political committee chairman on the C-1 Form, available from the City Clerk. When treasurer resigns, is removed or dies, the candidate/committee chairman must certify a new treasurer immediately. No contributions may be received or expenditures made until a new treasurer is certified(Idaho Code 67-6603).

  15. Duties of the Treasurer • Keep detailed, up-to-date accounts of contributions and expenditures. • File the required reports in a timely manner, reporting all required information. • Keep records for at least 1 year after the election or filing of the last Campaign Finance Disclosure Report, whichever is later.

  16. Duties of the Treasurer, continued • Report the full name and address of any individual/ entity contributing a total of more than $50 during the calendar year.  • Transmit anonymous contributions in excess of $50 to the State Controller for deposit in the public school fund.  • Obtain a receipt or canceled check or an accurate copy thereof for expenditures of $25 or more.

  17. Duties of the Treasurer, continued • Notify City Clerk of any contribution of $1,000 or more received from October 21, 2013 to November 2, 2013 on Form C-5 within 48 hours after receipt of the contribution.

  18. Reporting by Candidates & Committees • Reports are filed on Form C-2, Campaign Financial Disclosure Report, which includes: • Summary Page • Detailed Summary Page • Schedule A: Itemized Contributions • Schedule B: Itemized Expenditures • Schedule C: In-Kind Contributions & Expenditures • Schedule D: Loans • Schedule E: Credit Cards & Debt • Schedule E-1: Credit Card & Debt Itemization • Schedule F: Pledged Contributions • 48-hour Notice reports of contributions of $1,000 or more are filed on Form C-5.

  19. Reporting Contributions by Candidates & Committees • Itemized Contributions: Contributions must be listed individually on Schedule A for every person/entity contributing a total of more than $50 in the calendar year. The report lists the date the contribution was received, the name and address of the contributor, the amount of the contribution and the contributor’s calendar year-to-date total. • Unitemized Contributions: Reported on Detailed Summary Page with the number and total amount of all contributions less than $50.

  20. What is a Contribution? • Monetary Contributions—cash or check. • Loans—considered contributions even though the candidate/committee intends to repay. • Personal Funds/Property of the Candidate or their family contributed to the campaign. • In-Kind Contributions—goods/services provided to the candidate/committee for less than fair market value. • Promised Contributions—whether or not legally enforceable (Idaho Code 67-6602(c)).

  21. Reporting Expenditures by Candidates & Committees • Itemized Expenditures: Expenditures of $25 or more are listed individually on Schedule B. The report lists the date of the transaction, the name and address of the recipient, the purpose of the transaction and the amount. • Unitemized Expenditures: The total number and amount of expenditures of less than $25 is reported on the Detailed Summary Page.

  22. Reporting In-Kind Contributions & Expenditures by Candidates & Committees • The treasurer must report: • Name and address of the person/entity making an in-kind contribution, the amount, the purpose, and calendar year-to-date total for the contributor. • Name and address of the recipient of the expenditure.

  23. Contribution Limits • Contribution limits apply on a per-election basis. • Contributions from the candidate are not limited, but must be reported. • The candidate’s spouse and other family members ARE subject to contribution limits. • Loans count toward the contribution limit, and repayments reduce the amount of the contribution. • Loans may not exceed the contribution limit.

  24. Contribution Limits for Candidates for City Elected Office (Idaho Code 67-6610A) To Municipal Candidate or Aggregate Monetary and Committee Organized on In-Kind Contributions From Candidate’s Behalf Individual $1,000 (*other than candidate) Per General City Election Corporation, PAC, or $1,000 other Recognized Legal Entity Per General City Election * Candidate contributions unlimited to own campaign.

  25. 2013 Reporting Dates for Candidates & Committees General Election: Tuesday, November 5, 2013 Type of Report Period Report Covers Date Report is Due Oct. 10 Pre‑General Cert. of Treas.‑ Sept. 30 Oct. 10, 2013 7-Day Pre‑General Oct. 1 – Oct. 20 Oct. 29, 2013 48 Hour Notice Oct. 21 – Nov. 2 Within 48 hours after receipt of $1,000 or more contribution 30-Day Post‑General Oct. 21 – Nov. 15 Dec. 5, 2013 Annual (2013) Nov. 16 – Dec. 31 Jan. 31, 2014

  26. Inspection of Reports by the City Clerk • The City Clerk must: • inspect each report within 2 days after filing. • notify an individual who fails to file a report or files a report that does not conform to law. • notify an individual when a written complaint is filed with the City Clerk alleging that a report does not conform to law or has not been filed. • examine all reports within 3 months after the election to determine that they conform to law (Idaho Code 67-6615; 67-6616).

  27. Penalties for Late Reports • $50.00 per day until the report is filed with the City Clerk. • The City Clerk need not fine the person or entity if it is determined the late filing was not willful and enforce-ment of the fine will not further the purposes of the act. • The fine must be enforced if a report is not filed within 5 days after receiving written notice from the City Clerk (Idaho Code 67-6625A).

  28. Citizen Complaints • Any registered voter may file a complaint with the City Clerk if he/she has reason to believe that a person has violated the Sunshine Law. • Complaints must be filed on Form L-5. • The City Clerk will thoroughly investigate all complaints (Idaho Code 67-6615; 67-6623).

  29. Campaign Attribution on Advertising • The candidate or political committee must clearly indicate on all signs, brochures and radio, TV and newspaper ads who is responsible for the advertisement. • Example: “Paid for by John Smith for City Council—Joe Greene, Treasurer” (Idaho Code 67-6614A). • Exceptions: campaign buttons, bumper strips, pins, pens, & other small items upon which a disclaimer cannot be conveniently printed.

  30. Frequently Asked Questions

  31. Question: Can a treasurer accept corporate or union contributions? Answer: Yes. The Sunshine Law in no way restricts the ability of a corporation, union, or any other organization or entity to give a candidate or political committee money, goods or services—Idaho Code 67-6602(o).

  32. Question: Is there a limit on how much money a candidate or political committee can receive other than personal funds of a candidate? Answer: Yes. Contributions from individuals, corporations, PACs and other entities to candidates for city office cannot exceed $1,000 per election—Idaho Code 67-6610A.

  33. Question: Is there a limit on the amount of personal funds a candidate may contribute to their own campaign? Answer: No. The limits set forth in Idaho Code 67-6610A are not applicable to a candidate’s personal funds.

  34. Question: Are limits applicable to contributions from a spouse or other family members?  Answer: Yes.

  35. Question: Are “in-kind” contributions subject to the contribution limits?  Answer: Yes. In-kind contributions of goods/ services are reported at fair market value. The total of in-kind contributions, monetary contributions and loans from a single contributor may not exceed the contribution limit (Idaho Code 67-6610A). 

  36. Question: Must funds expended by a candidate in support of their own election be reported?  Answer: Yes. All personal funds expended by a candidate in support of their own election must be reported (except payment of candidate filing fee)—Idaho Code 67-6602(c) and 67-6612.

  37. Question: If a PAC pays printing costs for a candidate, how is this be reported?  Answer:On Schedule B of the C-2 form, the PAC lists the printing business as the recipient of the expenditure, as well as the purpose of the expenditure, the date and amount. The candidate reports the in-kind contribution on Schedule C of the C-2 form, listing the PAC as the contributor, the printing business as the recipient of the expenditure, the purpose and the amount of the expenditure.

  38. Question: If the candidate purchases meals with his/her own funds, may he/she be reimbursed from campaign funds?  Answer: Yes. The transaction should be shown as follows:  (1) On Schedule C of the C-2 form, the candidate is listed as the contributor, the restaurant as the recipient of the expenditure, with date of the transaction, the amount and purpose of the expenditure. (2) When the campaign reimburses the candidate, list the candidate on Schedule B of the C-2 form, with the date of the reimbursement, the amount and the purpose.

  39. Question: Must a Campaign Financial Disclosure Report be filed if there have been no contributions or expenditures in the reporting period? Answer: Yes. In that case, the treasurer must only complete the first page of the C-2 form (Summary Page). The treasurer would check the box in Section III of the Summary Page that no contributions or expenditures have occurred during the reporting period.

  40. Question: Does the 48-Hour Notice requirement pertain to contributions of a candidate’s personal funds and in-kind contributions? Answer: Yes. This requirement applies to all types of contributions, including contributions from the candidate’s personal funds, in-kind contributions and loans.

  41. Question: What date of receipt should be entered for a contribution, the date on the check or the date the treasurer received the contribution? Answer: The date the treasurer received the contribution. Contributions should be received by the treasurer rather than the candidate. If the contribution is received by the candidate, the date entered on the report should be the date the candidate received the check.

  42. Question: Can reports be faxed to the City Clerk? Answer: Yes. The treasurer is responsible for ensuring the reports arrive at the City Clerk’s office by the deadline. It is a good idea for the treasurer to call the clerk’s office to confirm the fax was received—Idaho Code 67‑6607(e).

  43. Question: Can a candidate/committee transfer assets in order to earn interest? Answer: Yes. For example, if money is transferred into a certificate of deposit, that transaction is not shown on the campaign report since the money is still considered part of the candidate’s assets. Interest earned would be reported as a contribution from the investment and any service charge as an expenditure.

  44. Question: Are there any restrictions on use of campaign funds? Answer: Yes. It is illegal for campaign funds to be converted to personal use—namely any expense that would exist independent of the campaign or a successful candidate’s status as an officeholder. Idaho law expressly prohibits use of campaign funds for mortgage payments, country club memberships, vacations, college tuition, tickets to sporting events and concerts, and gym memberships. Candidates may dispose of excess campaign funds by donating to nonprofit charitable organizations—Idaho Code 67-6610C.

  45. Question: May the City Clerk grant extensions for filing of reports? Answer: No. The law does not grant the City Clerk the authority to give extensions. If the treasurer is unable to file the report, it is recommended that the candidate or political committee chairman file the report on behalf of the treasurer.

  46. Question: When can reporting be terminated? Answer: Candidates/committees may discontinue reporting only when a zero cash balance is reported (on Line 6 of the Summary Page) and no further contributions or expenditures are anticipated. However, no candidate/committee may terminate reporting prior to an election in which it is involved. Termination is done by checking “Yes” under “Is this a Termination Report?” on the Summary Page of the C-2.

  47. Excess campaign funds may be transferred to any nonprofit charitable, civic, religious, fraternal, patriotic or veterans organization; volunteer fire department; rescue squad; school booster group; or parent-teacher organization.

  48. Any Questions?

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